Guidelines to be followed by event organisers to help professional photographer to cover it nicely

To ensure that professional photographers can cover events or celebrations smoothly and capture high-quality photos, event organisers can follow these guidelines:


Establish clear and open communication with the photographer well in advance. Discuss the event details, including the schedule, location, theme, and any specific moments or shots that need to be captured.

Provide event details

Share comprehensive information about the event with the photographer. This includes the purpose of the event, the key people involved, any VIPs or important guests, and any significant elements or activities taking place.

Share the event program

Provide the photographer with a detailed event program or schedule. This will help them plan their coverage and be prepared for important moments and transitions during the event.

Venue visit

If possible, arrange for the photographer to visit the event venue in advance. This allows them to familiarise themselves with the space, lighting conditions, and potential photo opportunities. It also helps them plan for any necessary equipment or setups.

Access and permissions

Ensure that the photographer has the necessary access and permissions to move freely and capture the event. If there are any restrictions or areas that are off-limits, communicate them clearly in advance.

Lighting considerations

Discuss the lighting conditions at the venue and any specific lighting requirements or challenges. If the event takes place in low-light conditions, consider providing additional lighting or discussing alternative solutions with the photographer.

Point of contact

Designate a point of contact from the event organising team who can assist the photographer throughout the event. This person can provide information, answer questions, and help coordinate group shots or specific moments that require organisation.

VIP or speaker introductions

If there are VIPs, speakers, or key individuals involved, inform the photographer about their names, titles, and roles. This will help the photographer identify and capture important moments involving these individuals.

Capture essential details

Discuss any significant details or elements that you would like the photographer to focus on, such as decorations, displays, or unique aspects of the event. Provide a list of these elements or discuss them during the venue visit.

Be aware of photographer’s needs

Understand the requirements of the photographer, such as access to power outlets, designated shooting positions, or breaks during long events. Consider their needs and provide necessary support to ensure their equipment functions properly and they have time for rest or refreshments.

Timely information

Keep the photographer updated about any changes or updates to the event schedule, location, or key participants. This will help them adapt their coverage plan and ensure they capture the most important moments.

By following these guidelines, event organisers can help professional photographers cover events or celebrations more effectively and ensure that the resulting photos meet the desired expectations. Remember, open communication and collaboration between the organiser and the photographer are key to successful event photography coverage

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